Office Administrator and Meeting Coordinator
European Banking Federation
About the Organisation
European Banking Federation (EBF) is the voice of the European banking sector, bringing together national banking associations from across Europe. The federation is committed to a thriving European economy that is underpinned by a stable, secure, and inclusive financial ecosystem, and to a flourishing society where financing is available to fund the dreams of citizens, businesses, and innovators everywhere.
We create a platform for representation and for a constructive exchange of ideas and expertise between banks, regulators, supervisors, and other entities that drive the innovation and sustainability of the banking sector. As a team, we learn, work, and deliver together in an informal, impact-driven manner.
About the role
Office Administrator and Meeting Coordinator, you play a crucial role in ensuring the smooth operation of the office environment and the successful coordination of meetings and events.
Responsibilities
Meeting Coordination:
- Coordinate the bookings, logistics, and catering of meetings at the EBF meetings facilities both for the internal and external meetings;
- Logistical set-up and arrangements for the EBF internal and external meetings (including catering and cleaning);
- Oversee providers in respect of services and setting-up of the meeting rooms;
- First point of personal external contact for the organization to receive, respond, and relay callers and visitors;
- Support services to EBF visitors (such as connection to wifi, printing of documents, and other related matters when they arise).
General Office & Management:
- Inventory of office supplies and maintenance products in a timely, cost-effective manner and in good order as well as regularly review the suppliers from a cost and sustainability point of view;
- Proper functioning and timely maintenance and replacement of all office facilities and appliances, including being the point of contact with the landlord and technical suppliers;
- Cleaning and instruct-liaise with the external cleaning team when necessary;
- Coordinate maintenance and technical issues about EBF offices;
- Liaise with EBF subtenants about their needs in terms of facilities, ICT, and other services that are part of their sublease agreement;
- Support the Operations team in organizing office (social) events and other internal activities;
- Various other office and operations-related ad-hoc tasks sending documents, receiving and sending mail and packages.
Skills, Competencies & Experience
- 5 years experience in similar roles
- Coordination, planning, organization, monitoring, and follow-up skills;
- Able to work independently and within a team in a multicultural environment;
- Excellent business presentation (attitude, smile, attire);
- Strong interpersonal and communication skills (Oral and written);
- Proficiency in office software and tools (MS Office Suite);
- Excellent command of English and French (Oral and written).
- Service- and people-oriented;
- Attention to detail and practical problem-solving skills;
- Stress and effective time management skills;
- Priority setting and multi-tasking skills;
- Knowledge of audio and video conferencing equipment in the meeting rooms
Required Qualifications
- Bachelor’s Degree in office Administration, Secretarial Studies or Equivalent
Working locations
- Remotely working in Brussels Belgium.
How to apply
- Send an email to EBF Recruitment at [email protected] with a CV and a cover letter by Monday 28th October 2024 at 5 PM
Interviews
- Shortlisted candidates will be contacted for an interview.